Cancelling an appointment

When a booking is off, cancel it properly rather than deleting or ignoring it. The record stays honest and the freed time can be put back to work.

How to cancel

1. Click the appointment on the Calendar to open its drawer.
2. Scroll to the red Cancel appointment section at the bottom.
3. Optionally type a reason, for example patient unwell.
4. If fees are enabled, decide on the fee tick box (more below), then press Cancel appointment.

The late-cancellation fee tick box

With no-show and cancellation fees switched on, a tick box appears: Charge the late-cancellation fee to the card on file. It is pre-ticked when the appointment starts within your late-cancellation window, and unticked otherwise, but the decision is always yours; untick it to waive the fee for a good reason. After cancelling, a notice confirms whether the fee was taken.

What happens to the slot

If waitlist auto-fill is on, the freed time is offered to matching waitlist patients automatically, each with a first-come-first-served claim link. A cancellation can become a filled slot without you touching the phone.

Where cancelled appointments go

Cancelled appointments disappear from the diary by default so the working view stays clean. Tick Show cancelled in the calendar toolbar to see them, shown as dashed, struck-through blocks. Opening one shows the cancellation reason you recorded, which is handy when a patient later asks what happened.